receiving_goods:goods_receipts

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receiving_goods:goods_receipts [2017/07/28 12:14] – [Goods receipt line entry] Gary Willettsreceiving_goods:goods_receipts [2023/01/31 16:36] (current) – [Adding un-ordered items] Gary Willetts
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 {{indexmenu_n>20}} {{indexmenu_n>20}}
-===== Receiving goods (goods receipt function) ===== +====== 7.02. Goods receipts ======
- +
- +
 ==== Entering goods received ==== ==== Entering goods received ====
 <WRAP center round alert 90%> <WRAP center round alert 90%>
-If the receiving store is receiving goods from another [[other_stuff:virtual_stores|virtual store]] in your mSupply system, //in response to an Internal Requisition (Purchase Order) from that store//, the Goods Receipt will be created automatically - refer [[purchasing:ordering_from_one_store_to_another#receiving_the_goods_customer_store|Receiving the goods (Customer Store)]].  Open this automatically created Goods Receipt.  **Do not create a new Goods Receipt!**  +If the receiving store is receiving goods from another [[other_stuff:virtual_stores|virtual store]] in your mSupply system, //in response to an Internal Requisition (Purchase Order) from that store//, the Goods Receipt will be created automatically - refer [[purchasing:ordering_from_one_store_to_another#receiving_the_goods_requesting_store|Receiving the goods (requesting store)]].  Open this automatically created Goods Receipt.  **Do not create a new Goods Receipt!**  
 </WRAP> </WRAP>
  
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   * //Store//: The name of the store the goods received note belongs to.   * //Store//: The name of the store the goods received note belongs to.
   * //Goods received ID//: This goods received note's number. The number is automatically incremented and assigned when the goods received note is first created and is **unique within a store**. Note that goods received notes in different stores could have the same number.   * //Goods received ID//: This goods received note's number. The number is automatically incremented and assigned when the goods received note is first created and is **unique within a store**. Note that goods received notes in different stores could have the same number.
-  * //Created by//: The name od the user who created the goods received note.+  * //Created by//: The name of the user who created the goods received note.
   * //Modified by//: The name of the user who last modified the goods received note.   * //Modified by//: The name of the user who last modified the goods received note.
   * //Entry date//: The date the goods received note was created.   * //Entry date//: The date the goods received note was created.
   * //Purchase order//: The number of the purchase order the goods on this goods received note were ordered on. It is a link and clicking on it will open the purchase order.   * //Purchase order//: The number of the purchase order the goods on this goods received note were ordered on. It is a link and clicking on it will open the purchase order.
-  * //Supplier invoice//: The number of the supplier invoice produced from this goods received note. The number is filled in after the goods received note is finalised. Agaqin, it is a link and clicking on it will open the supplier invoice.+  * //Supplier invoice//: The number of the supplier invoice produced from this goods received note. The number is filled in after the goods received note is finalised. Again, it is a link and clicking on it will open the supplier invoice.
   * //Status//: The status of the goods received note:   * //Status//: The status of the goods received note:
     * nw = new, the goods received note is not complete yet and is still editable     * nw = new, the goods received note is not complete yet and is still editable
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 If you have goods receipt authorisation set up in [[other_stuff:invoice_authorization|Store Preferences]] there will be an extra //Authorised// column - see the [[receiving_goods:goods_receipts#authorising_items_on_goods_received_notes|Authorising items on goods received notes]] section below for more details. If you have goods receipt authorisation set up in [[other_stuff:invoice_authorization|Store Preferences]] there will be an extra //Authorised// column - see the [[receiving_goods:goods_receipts#authorising_items_on_goods_received_notes|Authorising items on goods received notes]] section below for more details.
  
-In the Supplier field (which displays // Search Purchase Order// when it first opens), enter the first few characters of the name of the supplier from whom the order has been received; to display all Purchase Orders awaited, enter //@// in the Supplier field. (This has been done in the example shown below):+=== Selecting the Purchase Order === 
 + 
 +In the **Supplier** field (which displays // Search Purchase Order// when it first opens), enter the first few characters of the name of the supplier from whom the order has been received.  To display all Purchase Orders awaited, enter ''@'' in the Supplier field. (This has been done in the example shown below):
  
 {{ :purchasing:choose_po.png?550 }} {{ :purchasing:choose_po.png?550 }}
  
-From this screen select the entry which matches the order you have received either by double clicking on the entry, or by highlighting the entry and clicking on the // Use// button.+From this screen select the entry which matches the purchase order against which you have received stock, either by double clicking on the entry, or by highlighting the entry and clicking on the //Use// button.
  
 The //New Goods Receipt// window reappears with the supplier field and some other details completed. The //New Goods Receipt// window reappears with the supplier field and some other details completed.
  
-At this point you should fill in the //Supplier reference// field (with the delivery note number, for example) and the //Comment// field (with any extra information you need to record about the delivery).+== Filling in general details == 
 + 
 +At this point you should fill in the: 
 +  * //Supplier reference// field with, for example, the delivery note number 
 +  * //Comment// field with any extra information you need to record about the delivery 
 + 
 +== Adding items from the purchase order ==
  
 Next, you should click on the //Add from Purchase Order// button to add the items which have arrived to the goods received note. Clicking the button brings up the //Choose order lines...// window: Next, you should click on the //Add from Purchase Order// button to add the items which have arrived to the goods received note. Clicking the button brings up the //Choose order lines...// window:
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 If you're trying to find a particular item in a long list you can also type the start of the item's name or code into the search box at the top and the list will be filtered to show items which have a name or code starting with what you have typed. If you're trying to find a particular item in a long list you can also type the start of the item's name or code into the search box at the top and the list will be filtered to show items which have a name or code starting with what you have typed.
  
-In any case, when you have selected the items to receive, click on the // Use// button.+<WRAP center round info 60%> 
 +mSupply does allow you to create a Goods Receipt for stock for which you have already received all of the ordered stock, that is, Remaining (outstanding) quantity = 0). 
 +</WRAP>
  
-Occasionally goods may be received which were not ordered; when this occurs, click on the //Add an un-ordered item// button and select the item before proceeding.+ 
 +In any case, when you have selected the items to receive, click on the //Use// button. 
 + 
 +== Adding un-ordered items == 
 +Occasionally goods may be received which were not ordered; when this occurs, click on the //Add an un-ordered item// button and select the item before proceeding. There is a user permission that can be set to prevent users being able to use this button (see the [[admin:managing_users#permissions_tabs|25.25. Managing users]] page for details) 
  
 === Goods receipt line entry === === Goods receipt line entry ===
 +
 You are now presented with the //Edit goods received line// window for the first item: You are now presented with the //Edit goods received line// window for the first item:
  
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 Let's have a look around the window and see what information is being displayed: Let's have a look around the window and see what information is being displayed:
-  * //Item//: the name of the item we're entering the information about what we've received for. At the end of the field is the item's code.+  * //Item//: the name of the item we're entering the information about. At the end of the field is the item's code.
   * //Remaining quantity to receive//: the number of packs we're still waiting to receive from the supplier on the purchase order this goods receipt note is for. This is 0 on the screenshot because, by default, mSupply creates a line in the table which contains all the outstanding stock.   * //Remaining quantity to receive//: the number of packs we're still waiting to receive from the supplier on the purchase order this goods receipt note is for. This is 0 on the screenshot because, by default, mSupply creates a line in the table which contains all the outstanding stock.
   * //packs of//: the pack size (number of items in the packs) we're waiting to receive. So, the total number of individual pieces of this item we're waiting to receive is //Remaining quantity to receive// x //packs of//.   * //packs of//: the pack size (number of items in the packs) we're waiting to receive. So, the total number of individual pieces of this item we're waiting to receive is //Remaining quantity to receive// x //packs of//.
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 <WRAP centeralign > <WRAP centeralign >
 ^ quantity ^ pack ^ batch ^ expiry ^ ^ quantity ^ pack ^ batch ^ expiry ^
-| 648 | 1000 | b1234 | 30/6/18 |+| 648 | 1000 | b1234 | 30/06/18 |
 | 324 | 1000 | b1235 | 30/11/18 | | 324 | 1000 | b1235 | 30/11/18 |
 </WRAP> </WRAP>
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 Enter the details into the first row as above. Enter the details into the first row as above.
  
-<WRAP tip round>If you are entering details for an item which has its "Expiry date required on receive" preference set (see [[items:item_basics#the_order_options_tab|here]] for details) and you do not enter an expiry date for any of the item's batches then, when you click on the //OK// or //OK & Next// buttons, you will be shown a warning message and you will not be able to close the window without entering an expiry date for each batch or deleting all the item's batches.</WRAP>+<WRAP info round>1. If you are entering details for an item which has its "Expiry date required on receive" preference set (see [[items:item_basics#the_order_options_tab|here]] for details) and you do not enter an expiry date for any of the item's batches then, when you click on the //OK// or //OK & Next// buttons, you will be shown a warning message and you will not be able to close the window without entering an expiry date for each batch or deleting all the item's batches.
  
-=== Location management when receiving goods. ===+2. If you receive more than was ordered on the purchase order, when you click on the **OK** or **OK & Next** buttons an alert message will appear asking you to confirm the receipt. 
 +</WRAP> 
 + 
 +=== Location management when receiving goods ===
  
 If the items you are receiving have had a location and volume entered when the Purchase Order was created, these will be transferred to the goods receipt. If you want to edit these details you can do so by double-clicking a line and either changing the volume or the location. If the items you are receiving have had a location and volume entered when the Purchase Order was created, these will be transferred to the goods receipt. If you want to edit these details you can do so by double-clicking a line and either changing the volume or the location.
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 Note we have then clicked the **Show empty** radio button, as we are putting away a whole pallet, and pallets only go in empty locations. The **Show available** radio button shows locations that have enough spare capacity to take the volume of the line we are receiving. Note we have then clicked the **Show empty** radio button, as we are putting away a whole pallet, and pallets only go in empty locations. The **Show available** radio button shows locations that have enough spare capacity to take the volume of the line we are receiving.
 We then double-click on the location to choose. We then double-click on the location to choose.
-<WRAP tip round>If the item you are receiving has a default location set for it, this will have already been filled in when the line was added to the purchase order. Default locations should be set if the same item is always put in the same place, otherwise leave it blank. In the current example we've assumed it has **not** been set for each item.</WRAP>+<WRAP tip round> 
 + 
 +If the item you are receiving has a default location set for it, this will have already been filled in when the line was added to the purchase order. Default locations should be set if the same item is always put in the same place, otherwise leave it blank. In the current example we've assumed it has **not** been set for each item.</WRAP>
  
 Now we have entered all details for the line, we can click on the row to highlight it, then click the **Duplicate line** button to create another row the same without entering all the details again - you then only need to click on the location column on the newly duplicated row, and you can edit the location to find another empty location for the second pallet. Now we have entered all details for the line, we can click on the row to highlight it, then click the **Duplicate line** button to create another row the same without entering all the details again - you then only need to click on the location column on the newly duplicated row, and you can edit the location to find another empty location for the second pallet.
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 You will be taken back to the window showing the overall goods receipt, this time including the lines you've just entered: You will be taken back to the window showing the overall goods receipt, this time including the lines you've just entered:
  
-=== Review overall Goods Receipt ===+=== Review overall goods receipt ===
  
 {{ :purchasing:detail_entry.png?650 }} {{ :purchasing:detail_entry.png?650 }}
  
-All the items you've selected have been added to the goods receipt The quantity is set to the total remaining to be received for that item.+All the items you've selected have been added to the goods receipt. The quantity is set to the total remaining to be received for that item.
  
 Double click on each item in turn and the window allowing you to enter quantities, pack, batch numbers, expiry dates. Double click on each item in turn and the window allowing you to enter quantities, pack, batch numbers, expiry dates.
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 The volume of the shelf location is now reduced to reflect the space consumed by our newly added stock item. The volume of the shelf location is now reduced to reflect the space consumed by our newly added stock item.
  
-After entering the details for each item, you can click on // OK & next// to proceed to editing the next item.:+After entering the details for each item, you can click on // OK & next// to proceed to editing the next item. 
 + 
 +=== Finalising goods received ===
  
-=== Finalising Goods Received === 
 The next step in receiving your goods into mSupply is to create a supplier invoice (that is where you will enter pricing information if you need to). This is done automatically for you when you finalise the goods receipt. The next step in receiving your goods into mSupply is to create a supplier invoice (that is where you will enter pricing information if you need to). This is done automatically for you when you finalise the goods receipt.
  
 When you have entered all the goods you have received onto the Goods Receipt note, you finalise it by checking the //Finalise// box in the bottom left hand corner of the window and clicking on the //OK// button. Only do this when you are sure the Goods receipt note is an accurate record of what you have received and contains all the information you want in it because finalised means finalised and you won't be able to change it afterwards (just like everywhere else in mSupply!). When you have entered all the goods you have received onto the Goods Receipt note, you finalise it by checking the //Finalise// box in the bottom left hand corner of the window and clicking on the //OK// button. Only do this when you are sure the Goods receipt note is an accurate record of what you have received and contains all the information you want in it because finalised means finalised and you won't be able to change it afterwards (just like everywhere else in mSupply!).
 +
 +Finalising a Goods Receipt will update the received (and outstanding) quantities in the Purchase Order for any goods receipt lines which came from a Purchase Order. 
  
 Your goods are not yet entered into stock in mSupply - that only happens when the supplier invoice is **confirmed**. The initial status of this automatically created supplier invoice is controlled by the "When finalising a Goods Receipt" store preference - see [[other_stuff:virtual_stores#the_preferences_tab|here]] for details. Your goods are not yet entered into stock in mSupply - that only happens when the supplier invoice is **confirmed**. The initial status of this automatically created supplier invoice is controlled by the "When finalising a Goods Receipt" store preference - see [[other_stuff:virtual_stores#the_preferences_tab|here]] for details.
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 === Authorising items on goods received notes === === Authorising items on goods received notes ===
 +
 When you have goods received note authorisation turned on in [[other_stuff:invoice_authorization|Store Preferences]] you will see an extra "Authorised" column on your goods received note: When you have goods received note authorisation turned on in [[other_stuff:invoice_authorization|Store Preferences]] you will see an extra "Authorised" column on your goods received note:
  
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 The column will contain a checkbox for each batch you add to the goods received note. If a batch is authorised then check its box in the //Authorised column// (only users with the //[[admin:managing_users#the_permissions_tabs|Can authorise goods received]]// permission can check these boxes). You can enter any notes on batches which fail authorisation in the //Authorisation comment box// at the bottom. When you finalise your goods received note **only the batches which have been authorised** will be put on the automatically created supplier invoice. In this way you have a complete record of what was received, what was satisfactory and what was sub-standard. The column will contain a checkbox for each batch you add to the goods received note. If a batch is authorised then check its box in the //Authorised column// (only users with the //[[admin:managing_users#the_permissions_tabs|Can authorise goods received]]// permission can check these boxes). You can enter any notes on batches which fail authorisation in the //Authorisation comment box// at the bottom. When you finalise your goods received note **only the batches which have been authorised** will be put on the automatically created supplier invoice. In this way you have a complete record of what was received, what was satisfactory and what was sub-standard.
  
-==== Viewing existing Goods Receipts ====+==== Viewing existing goods receipts ==== 
 Choose Supplier > Show goods received... Choose Supplier > Show goods received...
  
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 **Find button:** Opens the search filter window again, allowing you to make a new search for goods received notes. **Find button:** Opens the search filter window again, allowing you to make a new search for goods received notes.
  
-=== Viewing a related Purchase Order or Supplier invoice ===+=== Viewing a related purchase order or supplier invoice ===
  
 Accessing the related Purchase Order when the // Edit goods received// window is open is achieved by clicking on the blue "Purchase Order" on the right side.  Accessing the related Purchase Order when the // Edit goods received// window is open is achieved by clicking on the blue "Purchase Order" on the right side. 
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 {{ :receiving_goods:linked_po.png?650 |}} {{ :receiving_goods:linked_po.png?650 |}}
  
-Similarly, if you want to see the linked Supplier Invoice then click on the blue Supplier Invoice".+Similarly, if you want to see the linked Supplier Invoice then click on the blue "Supplier Invoice".
  
 {{ :receiving_goods:linked_inv.png?650 |}} {{ :receiving_goods:linked_inv.png?650 |}}
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 </WRAP> </WRAP>
  
-== Outstanding Purchase Order lines == +== Outstanding purchase order lines == 
-Outstanding PO lines are those which you are still waiting to be delivered from the supplier (also known as you pipeline stock). You can view them by either:+ 
 +Outstanding PO lines are those which you are still waiting to be delivered from the supplier (also known as your pipeline stock). These will only be updated when a Goods Receipt is finalised. You can view them by either:
  
   * Clicking on Show outstanding PO lines on the Navigator's Supplier tab or   * Clicking on Show outstanding PO lines on the Navigator's Supplier tab or
   * From the //Supplier > Show outstanding PO lines// menu item   * From the //Supplier > Show outstanding PO lines// menu item
  
-==== Viewing and editing supplier invoices created via Goods Receipts ====+==== Other tabs on a goods received note ==== 
 +All the functionality described above has been on the //General// tab. There are others! 
 + 
 +=== Documents tab === 
 +The Documents tab on a requisition enables you to save documents and other files relating to the goods received note. The tab looks like this: 
 + 
 +{{ :receiving_goods:pasted:20230119-125133.png?650 |}} 
 + 
 +The table shows you all the files currently uploaded to this goods received note. 
 + 
 +  * **Upload document button:** Click this to upload a document to the goods received note. This will open a window enabling you to search for and select the file on your computer. After you've selected it, click on the **Open** button to upload it. If you upload a file with the same name as one already uploaded, mSupply will upload it as a new version of the already uploaded file. 
 +  * **Delete document button:** Select a file in the table by clicking on it and click this button to remove it from the goods received note. 
 +  * **Download document button:** When you click on this button you are presented with two options: 
 +    * **Download:** this will download the file to a location you select on your computer. 
 +    * **Download and open:** this will download the file to a location you select on your computer and then attempt to open it using the default application on your computer for that file type. If there is no application associated with the file type on your computer then mSupply will tell you that the file could not be opened. 
 + 
 + 
 +=== Log tab === 
 +The log tab displays all the log entries that have been made regarding this goods received note. All log entries are stored in the mSupply log (see the [[admin:the_log]] page for details) and this tab will display all the log entries in there which were made for this goods received note. 
 + 
 + 
 +==== Viewing and editing supplier invoices created via goods receipts ==== 
 + 
 +A supplier invoice will be created automatically once the [[receiving_goods:goods_receipts#finalising_goods_received|Goods Received note is finalised]].
  
 {{ :purchasing:prices_tab.png?550 }} {{ :purchasing:prices_tab.png?550 }}
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 Supplier invoices created via goods receipts differ slightly from standard supplier invoices. Supplier invoices created via goods receipts differ slightly from standard supplier invoices.
  
-=== The Price tab ===+=== Price tab ===
  
 Here, you can add in any extra currency related charges Here, you can add in any extra currency related charges
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 | Paracetamol 500mg tabs  |  300|  5|   1500|  43.75|  13,125| | Paracetamol 500mg tabs  |  300|  5|   1500|  43.75|  13,125|
  
- +== Currency and currency rate ==
-== Currency and Currency rate ==+
  
 Select the supplier currency from this drop-down box, and enter the current exchange rate in the// Currency rate // field// . // Note that currencies must first be entered using the menu item // Special>Currencies.// See  [[other_stuff:foreign_currency_transactions|Currencies...]] Select the supplier currency from this drop-down box, and enter the current exchange rate in the// Currency rate // field// . // Note that currencies must first be entered using the menu item // Special>Currencies.// See  [[other_stuff:foreign_currency_transactions|Currencies...]]
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 If you are using the MoneyWorks accounting software (which is highly recommended), clicking on this tab allows you to export the invoice details to MoneyWorks. Elsewhere in this guide instructions on setting up mSupply to work with Moneyworks are to be found. See [[preferences:general#Moneyworks]]. If you are using the MoneyWorks accounting software (which is highly recommended), clicking on this tab allows you to export the invoice details to MoneyWorks. Elsewhere in this guide instructions on setting up mSupply to work with Moneyworks are to be found. See [[preferences:general#Moneyworks]].
  
-// Previous: [[receiving_goods:supplier_invoices|Receiving Goods - a Supplier Invoice]]     Next: [[receiving_goods:supplier_credits|New Supplier credit]]//+\\ 
 +\\ 
 +|  //  Previous:  **[[Receiving_goods:supplier_invoices|7.01. Receiving goods (supplier invoices)]]** | | Next: **[[receiving_goods:editing_pack_sizes|7.03. Editing pack sizes]]** //  | 
  
  
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2017/07/28 12:14
  • by Gary Willetts